Session 12:
Preparing Your Offer
Evaluating Your Proposal
Outcomes from this Session
At the end of the workshop you should have an
understanding of:
the processes that government follows when
undertaking an Expression of Interest or
Request;
key considerations when responding to a
government tender; and
where to access information and further
assistance.
Open and Effective Competition:
Minimum Requirements
Monetary Threshold
Minimum Requirements
Below $5,001
Direct Purchase
$5,001 - $20,000
Verbal Quotes (2-5)
$20,001 - $150,000
Written Quotes (2-5)
Above $150,000
Open Tender
Exemptions from the Tender Process
Open and Effective Competition Policy
Exemptions from competitive requirements may apply where:
 bona fide sole source of supply;
 purchasing from an Australian Disability Enterprise;
 similar sourcing within the last 12 months;
 integration or standard operating environment; or
 emergency situation.
Exemptions from the Tender Process
Exemptions from competitive requirements may also apply when:
Entering into a contracting arrangement to purchase a community
service from a not-for-profit organisation (in accordance with the DCSP
Policy), and the Accountable Authority considers that:
 no service provider exists with the necessary skills and there is a
need to develop such;
 an existing service provider is continuing to meet its contractual
obligations, represent value for money and will be retained under
preferred service provider provisions of the DCSP Policy; or
 there are strategic considerations, such as the viability of other
funded services that make direct negotiation desirable.
Request - Structure
Part A – Procurement Process Information
Part B – Service Agreement Details
Part C – Service Requirement
Part D – Response Form
PART D: Response Form
• Respondent Details – Fill out all of your details.
• Mandatory Requirements – Yes/no response. If you do not meet
the mandatory requirements, your offer will be excluded from further
consideration.
• Qualitative Criteria – Written response required. Essentially this
section provides information about your organisation and the
services you are able to provide.
• Disclosure Requirements – Yes/No response. They do not
automatically exclude a Respondent from the process.
• Pricing – Price schedule will be included in Request document. You
need to insert your prices into the schedule.
Tender Evaluation
Nominate
evaluation panel
members and
distribute offers
Panel members
individually
evaluate (score)
offers
Accountable
Authority
endorses the
decision
Evaluation panel
is convened to
assess offers
(scores agreed)
Panel makes a
value for money
assessment and
drafts report
Report endorsed by
Community Services
Procurement
Review Committee
If over $1 million
or high risk
Value for Money
• “Value for Money” is a key principle in Government
procurement policy.
• It says government should select the offer that represents
the best value for money, taking into consideration cost
factors (that is, whole of life cycle costs) and non-cost
factors (such as suitability, risk, sustainability, etc).
• Value for Money means finding good prices and good
quality. It doesn’t necessarily mean the lowest price.
Value for Money
“Value for Money” considerations include:
• Continuity of Service Delivery
• Suitability of Proposed Service
• Organisational Capacity
• Demonstrated Experience
• Organisational Viability / Sustainability (not necessarily
financials)
• Quality Standards (if applicable)
• Risk
• Price
Things To Consider:
• Knowing your strengths (i.e. competitive advantage)
• Managing risk
• Flexibility and innovation
• Sustainable pricing
Pricing Your Services
The Request asks for you to submit your pricing.
Price may be one of the factors used in assessing your submission
when considering value for money.
Better services, not cheaper services
Key Tips for Tendering
Check Tenders WA and add an alert for your relevant categories
Register and log in on Tenders WA to ensure you receive any
addenda
Make sure you get all of the documents that make up the Request
Plan to respond a day early
Know the closing time and place, it is not the same for all tenders
Key Tips for Tendering
Use the selection criteria as a heading when addressing them and
try to follow the sequence in the Request
Address all of the selection criteria
If you have any questions, ask!
Do not assume that the person reading your offer knows you or
your organisation
Ask for feedback after the contract award, whether successful or
unsuccessful
Further Education, Training and Support
•Peak Bodies
•FaCS Website
http://www.finance.wa.gov.au/cms/content.aspx?id=12603
Kylie Towie
Mark Bryden
Director, Funding and Contracting Services Assistant Director, Policy & Education
kylie.towie@finance.wa.gov.au
mark.bryden@finance.wa.gov.au
Tim McKimmie
Assistant Director, Direct Agency Support
tim.mckimmie@finance.wa.gov.au
Glaucia Hyland
Assistant Director, Special Projects
glaucia.hyland@finance.wa.gov.au
Funding and Contracting Services Unit
fundingandcontracting@finance.wa.gov.au
 6551 1515
Further Education, Training and Support
Questions?